Your responsibilities

• Key Responsibilities
• Office & Administrative Management:
• Oversee daily office operations and ensure functionality of all systems: organize and maintain paper and electronic files: managing, updating and editing the office’s data bases and reporting systems according to the legal work frame, update website content and monitor for accuracy
• Manage external communications
• Serve as liaison with the property manager, vendors, and service providers
• Procure and manage office supplies and equipment
• Implement and maintain office policies and procedures
• Support onboarding of new employees and interns
• Coordinate with AJC’s IT and HR departments
• Executive & Events Support:
• Provide support to the Director including managing a busy calendar, scheduling and prioritizing appointments
• Assist with logistics: organize local and international travel, prepare agendas, and attend meetings when needed
• Managing additional projects and operational needs as assigned by the Director
• Welcome visitors, answer phones, and handle general inquiries
• Conduct daily news research and assist with ongoing projects
• Financial and Bookkeeping Tasks:
• Coordinate with external accountants and provide necessary documentation (managing of the office payments, basic HR issues and accounting; ongoing supervision of accounting documents/invoices, bills, sending accounting documentation to the accounting office)
• Process invoices and bills and track payments
• Support payroll processing and track staff expense reports

Our requirements

• AJC Central Europe is seeking a proactive and highly organized Office and Events Manager to ensure administrative and substantive support and oversee efficient daily functioning of our Warsaw office. The Office Manager plays a significant role in general operations of the office and is the initial point of contact for most AJC Central Europe visitors, callers, service workers and therefore has an important role in representing the organization to the public, also by being a partner and point of contact in matters related to event management and organization.
• Qualifications
• Fluent in Polish and English (written and spoken)
• Bachelor’s or master's degree
• Strong organizational, problem-solving, and multitasking skills
• Fluency in MS Office (Word, Excel, Power Point)
• Proficiency in using communication tools (e.g., Zoom, Google Meet, Microsoft Teams) effectively in daily team collaboration
• Ability to prioritize under time pressure, work independently and take initiative
• High attention to detail and discretion
• A demonstrated commitment to the highest ethical standards and values consistent with those of AJC
• Proven experience in office management, executive assistance, or event coordination

Optional

• Understanding of international diplomacy and global affairs (general knowledge of the 20th century history, transatlantic relations, Middle East, current world politics)

What we offer

• What We Offer
• Employment contract with full social benefits
• A meaningful role at a leading international nonprofit organization
• Additional private healthcare plan
• A collaborative, friendly and stimulating multicultural work environment
• Competitive salary based on experience